Objective

Learn how to search, add and edit fee rules for the purpose of calculating the tuition fee amount when new unit enrolment records are created within Paradigm. Fee Rules represent a lower management overhead compared to stating fees on a per Scheduled Unit record basis.

Complexity: HIGH

Page Contents

Assumptions

You have an understanding of the Unit Fees for your Institution
You have an understanding of the Institution Unit Fees for local and International students.
You have an understanding of the Credit Points system with in your institution
You have an understanding of the Courses within your Institution

Key Terms and Concepts

Be advised

Ensure that you have all of your Fee Rules correctly entered prior to commencing enrolments. Unit enrolments that have already been created, are not automatically updated when any fee rule is added, removed or modified. In different words, if you have enrolled your student, and then change the fee rules, the student’s enrolment will not reflect the change you make to the fee rules.

The unit fee rules work in conjunction with scheduled units in order to charge students the correct amount for the units of the Course in which they are enrolled. Fee rules logic eliminates the need to create multiple fee rules in the scheduled units via the Fees Associated With this Scheduled Unit section.

You will need to create Fee Rules prior to creating your scheduled units. If you have a “one off” Special Fee it should be added to the “Fees Associated with this Scheduled Unit” within the scheduled unit. Any fees entered at the scheduled unit page will override rules corresponding with existing fee rules.

The fee rule logic works based on the highest number of points on adding up the criteria (refer to details below).

When there are two fee rules that both have the same number of the highest points, the system will select the rule that has the higher fee Amount.

Points Calculator:

Course Id = 8 points - Exemption, it will depend on the initial set up for your institution. Please check with our Helpdesk to find out the number of points for your institution.
Credit Points = 1 point
Fee Type = 1 point
Unit Level = 1 point
Program Level = 1 point
Program Type = 1 point
Provider Party Id = 1 point

If required an extra weighting can be given to the Course Id field to ensure a 4 or 5 point match if program level is not being used. The system then selects the fee amount that matches with the highest number of points in combination.

It is important to map out all combinations of these fields that you require before you start to enter data. That way all combinations required can be entered into Paradigm easily and quickly.

As fees change from one year to the next existing rules can be updated, without changing any historical data of previously enrolled units, or rules can be retired or archived, and new rules can be created.

Section Name	Brief Overview
Search Unit Fees	This Section is where to search for unit fees that have already been created.
Edit Unit Fees	New Fees rules are added here, and also used for existing fee rules that need to be updated / edited.

Field Requirements For Create an Unit Fee

Field Name	Required To Create a Fee Rule
Course ID & Name	Yes
Course Level	Optional
Credit Point Statement	Optional
Fee Type	Optional
Unit Level	Optional
Amount	Yes
Funding Amount	Optional
Course Type	Optional
Scheduled Unit Provider	Optional
Unit Fee Status Id	Yes

Full List of Fields Within the Unit Fees

Field Name	Brief Overview	Sample Data
Course	A drop down box containing all of your institution's currently active courses.	Bachelor of Commerce
Course Level	The level at which the course is taught	Postgraduate Undergraduate VET Non-Award
Credit Point statement	The number of points that the unit/ subject is worth within the course of study	4 6 8
Fee Type	The type of fees to be charged	Standard Fees International Scholarship HECS
Unit Level	The banding of the unit /subject, or other coding Please note: This needs to be set in the Parent unit prior to scheduling units / Subjects	NP 1 2 3
Amount	The amount to be charged for this unit / subject for this course combination (Please note do not enter a $)	2000.00
Unit Fee Status Id	The Unit fee status indicates if the unit fee is currently in use (Active) or not (Archived)	Active Archived Unconfirmed

Base Unit Mandatory Fields

Required Fields	System Required
Other Unit Id	X
Unit Name	X
Status Id	X
Unit Type	X
Provider Party Id	X
Unit Method	X

Example 1: Fee Type and Credit Points

Course Name	Credit point	Fee Type	Amount
Bachelor of Arts	6	Standard	500.00
Bachelor of Arts	12	Standard	1000.00
Bachelor of Arts	18	Standard	1500.00
Bachelor of Arts	24	Standard	2000.00
Bachelor of Arts	6	International	600.00
Bachelor of Arts	12	International	1200.00
Bachelor of Arts	18	International	1800.00
Bachelor of Arts	24	International	2400.00

Example 2: Course Code, Fee Type, Credit Point, Level

Course Name	Credit point	Fee Type	Level (banding)	Amount
Bachelor of Arts	6	Standard	1	500.00
Bachelor of Arts	6	Standard	2	600.00
Bachelor of Arts	6	Standard	3	700.00
Bachelor of Arts	12	Standard	1	1000.00
Bachelor of Arts	12	Standard	2	1200.00
Bachelor of Arts	12	Standard	3	1400.00
Bachelor of Arts	18	Standard	1	1500.00
Bachelor of Arts	18	Standard	2	1800.00
Bachelor of Arts	18	Standard	3	2100.00
Bachelor of Arts	24	Standard	1	2000.00
Bachelor of Arts	24	Standard	2	2400.00
Bachelor of Arts	24	Standard	3	2800.00

Implications

A unit fee may change each year. The fee that is applicable to a new unit enrolment, is the fee that is currently saved at this very instant. Changing the fee value now, will not affect the fees that have been saved for any previously saved unit enrolments. Depending on the business rules at your institution, you may archive the current fee record and create a new fee record.

It is important that all fee rules are saved correctly and checked, prior to beginning any enrolments. Any enrolments that are made prior to the change in unit fees, will require that the fee is manually updated for each enrolment to reflect the new fee.

Make sure fees are correct before proceeding with enrolments
Do not allow enrolments to commence while you are still adding fees or Scheduled units
Updating a fee will not update any historical enrolments. Make sure fees are correct before proceeding with enrolments

Workflow

1. How to Search for a Unit Fee Rule

Click on the Units option in the menu.
Click on the Unit Fee Details option in the menu.
Click on the Search Unit Fee in the menu.
Select the required course from drop box in the Unit fee search section.
Click the Search unit Fee button

Please note: To reduce the results additional options can be selected when searching.

2. How to Add New Unit Fee Rules

Click on the Units option in the menu.
Click on the Unit Fee Details option from the menu.
Click on the Add New Unit Fee from the menu.
Scroll to the Edit Unit Fees Section
Select the Course that the Fee rule is to be added to from the drop down box.
Select the Program Level for the course.
Enter the number of Credit Points for the unit within the course.
Select the Fee type
Enter the Unit level code (Please Note: This step is optional. The levels must be set within the parent units before adding fee rules)
Enter the amount to be charged for this course and for this credit point fee type as a combination, without a dollar symbol.
Select the Unit Fee Status Id (Active)
Click on the Save Unit Fee button.

To add another rule Click the Add New Unit Fee button on the menu.

3. How to Edit Unit Fee Rules

Click on the Units option in the menu.
Click on the Unit Fee Details option from the menu.
Click on the Edit Unit Fee option from the menu.
Scroll to the Unit Fee Search section
Select the Course that the Fee Rule is to be added to from the drop down box.
Click on the Search Unit Fee button.
Click on the Pencil icon next to the course fee to be edited.
Update the required fields.
Click the Save Unit Fee button.

To edit additional fees scroll to the top of the page and repeat the process from step 5

Unit Fees - Search, Add and Edit